Ensure the Subbie IS engaged
1. I can give you a scenario in most tenders where I hear – ” I didn’t submit a tender because ….” or even worst “I didn’t know you guys were tendering” the reasons for email not hitting their targets include:
- Subcontractors and suppliers have varying degrees of computer know how.
- Addenda can be missed if the subbie doesn’t read the income emails.
- Plus a subbie may download another builder documents and assumes that both builders have the same package.
- With document control, they don’t realize that an addendum has been issued.
- A subbie may be going on leave and you need a quote before that person heads off.
- The person on your tender list has left the company.
- Etc, Etc.
2. I suggest you have two to three rounds of phone calls at the following times during a tender:
- Preferably prior to the documents being issued (but at least your key subbies)
- Every Addenda (yes I mean every addendum)
- Before site visit
- a couple of days prior to tender close
- And after tender closes to chase any rouge trades that didn’t submit or running late.
Development and maintaining subcontractor and supplier relations is part of the role – you must be able to communicate and extract information quickly.
Tip 1 – If you somehow to work in the word “Thank you” into the first sentence and last sentence of every phone call. A little honest humility goes a long way.
Tip 2 – Try to combine a number conversation into one phone call (write down your queries and keep to script) – Very Efficient.
Tip 3 – For Addenda – Use a recording of your voice and send a recording to the subbies as a group email. It saves lots of time. But still, ring the key trades.
Good Luck & Good Tendering.
Scott Townsend
Author
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